MICROSOFT WORD
BY
MVULA
1
Objectives
• Start Word and understand the ways to
view your document.
• Enter text in a document and navigate a
document.
• Use Backspace and Delete to correct
errors.
• Save a document.
• Open an existing document.
22
Objectives (continued)
• Use Full Screen Reading view.
• Change the page orientation of a
document. Preview and print a document.
• Exit Word.
33
Vocabulary
• Draft view • Ribbon
• Full Screen Reading • status bar
view • Toolbar
• insertion point • view buttons
• landscape orientation • Web Layout view
• Outline view • word processing
• portrait orientation • word wrap
• Print Layout view • Zoom
• Quick Access Toolbar
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Introduction to Word Processing
• Word processing is the use of computer
software to enter and edit text.
• You can easily create and edit
documents, such as:
– Letters
– Reports
– Newsletters with pictures and graphics
55
Starting Word
• Click the Start button on the taskbar.
• Click All Programs on the Start menu.
• Click the Microsoft Office folder.
• Click Microsoft Office Word 2010.
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Starting Word (continued)
⚫ Opening screen in Word
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Identifying Parts of the Word
Program Window
⚫ Understanding the Word program window
88
Understanding Document
Views
⚫ Document views
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Inserting Text and
Understanding Word Wrap
• To enter text in a document, begin
typing.
• When you reach the right margin, the
text continues on the next line. This
feature is called word wrap.
• When you press the Enter key, a blank
line is inserted automatically, and you
1010 start a new paragraph.
Navigating a Word Document
• To enter or edit text, use the mouse or
keyboard to reposition the insertion point.
– Mouse: Move the mouse until the insertion
point is where you want it to appear.
– Keyboard: There are many options of keys to
use, including arrows, Page Down, Page Up
and shortcuts.
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Navigating a Word Document
(continued)
⚫ Keyboard shortcuts for moving the insertion
point
1212
Using Backspace and Delete
• There are two ways to delete characters:
– Backspace key: Deletes the character to the
left of the insertion point
– Delete key: Deletes the character to the right
of the insertion point.
13
Saving a Document
• To save a document for the first time:
– Click the Save button on the Quick Access
Toolbar.
– Click the File tab, and then on the navigation
bar, click the Save or Save As command.
• Save command: Copies over previous
version
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• Save As command: Used to save a
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document under a different name or
Saving a Document (continued)
• Folders help you organize files.
• Create a new folder in the Save As dialog box.
Save As dialog box after creating a new folder
1515
Locating and Opening an
Existing Document
• To open documents click the File tab, then
on the navigation bar, click
– Open to open an existing document.
– Recent to open a recent document.
– New to open a new, blank document.
1616
Zooming a Document
• You can use the Zoom feature to magnify
and reduce your document on screen.
• A zoom percentage of 100% shows the
document at its normal size.
• The easiest way to change the zoom
percentage is to drag the Zoom slider at
the bottom-right of the screen.
1717
Switching to Full Screen
Reading View
• Full Screen Reading View removes
the Ribbon and the status bar from the
screen.
– The Ribbon is replaced by a small
toolbar
• To use this view, click the View tab on
the Ribbon, then in the Document
Views group, click the Full Screen
1818 Reading button.
Switching to Full Screen
Reading View (continued)
• Document in Full Screen Reading view
19
Selecting a Page Orientation
• Documents printed in portrait
orientation are longer than they are
wide.
• Documents printed in landscape
orientation are wider than they are
long
• By default, Word is set to print pages
2020 in portrait orientation.
Previewing and Printing a
• Document
Use the Print tab in Backstage view to
preview a document before printing.
• Use the Print tab to change print settings.
• To print a document, click the Print button
in the center pane on the Print tab in
Backstage view.
2121
Exiting Word
• To close the document without exiting
Word, click the File tab, and then on the
navigation bar, click the Close command.
• To exit Word, click the Close button in the
upper-right corner of the document
window.
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Mail merge
Mail merge is used to create a set of documents for many
people. Each document has the same information, but the
content is personalized.
Mail merge
STEP 1: Create Excel file
• One row for each student
• One column for each bit of data
• Label each column
You try!
In the sample Excel workbook,
1) Add data for another student.
2) Add data about the homework completion rate
for all students (ex: 82).
Mail merge
STEP 2: Create Word document
• Write and format letter as usual
• Put a placeholder word where you want the
personalized information to go (ex: “NAME”,
“SCORE”)
You try!
In the sample Word document,
o Add a sentence below the table that will include
personalized information about each student’s
homework completion.
Mail merge
STEP 3: Mail merge
• Mailings > Start Mail Merge > Step-by-Step Mail Merge
Wizard
Mail merge:
Summary of mail merge steps (in Word)
1) Select document type: Letters
2) Select starting document: Use the current document
3) Select recipients: Use an existing list
a) Browse: select Excel file
b) May want to sort or filter
4) Write your letter: insert merge fields
5) Preview your letter
6) Complete the merge: Edit individual letters
Mail merge:
Use if/then logic in Excel to further customize the data
Create new fields with formulas in this format:
=if(logical test, value if true, value if false)
Statement using =, <,
or >
Mail merge
EXAMPLE: Add gender-specific pronouns
In Excel
In cell J2:
=if(logical test, value if true, value if false)
=if(d2=“M”, “his”, “her”)
Fill down by dragging or double-clicking bottom right
corner of the cell. Save!
Mail merge:
EXAMPLE: Add gender-specific pronouns
In Word
1) Go back to selecting recipients – select again
2) Revise letter
3) Insert the new merge field
4) Complete mail merge again
Mail merge:
ANOTHER EXAMPLE: Add student-specific descriptions or action steps
Mail merge:
ANOTHER EXAMPLE: Add student-specific descriptions or action steps
In Excel
In cell K2:
=if(logical test, value if true, value if false)
=if(i2>90, “Keep up the good work!”, “Homework is an
important way to practice skills learned in class. Encourage your
student to stay after school for extra help with homework.”)
Fill down by dragging or double-clicking bottom right
corner of the cell. Save!
Mail merge:
ANOTHER EXAMPLE: Add student-specific descriptions or action steps
In Word
1) Go back to selecting recipients – select again
2) Revise letter
3) Insert the new merge field
4) Complete mail merge again
Mail merge:
Add check marks or other symbols
Mail merge:
Mail merge: a little fancier
FANCY TRICK #2: Add check marks or other symbols
In Excel
In cell L2:
=if(logical test, value if true, value if false)
=if(g2>90, “J”, “”)
Fill down by dragging or double-clicking bottom right
corner of the cell. Save!
Mail merge:
FANCY TRICK #2: Add check marks or other symbols
In Word
1) Go back to selecting recipients – select again
2) Revise letter
3) Insert the new merge field in the correct font
4) Complete mail merge again
Mail merge:
You try!
Pick one of our fancy tricks:
o Add gender-specific pronouns
o Add student-specific descriptions or action steps
o Add check marks or another symbol
